Board of Directors meet the 2nd Tuesday of every month, 6:00 p.m. in the Community Clubhouse

Quorum and Call to Order
A quorum was established and President Angela Diaz called the meeting to order at 6:05 p.m

APPROVAL OF MINUTES
Angela Diaz made several corrections to the August 8th minutes.    Josiah Andrews moved to approve the August 8, 2006 Board of Directors meeting minutes as corrected.  Tommy Reinheimer seconded the motion and it was unanimously carried.

FINANCIAL REPORT

Tommy Reinheimer reported year-to-date the operating expenses are $4,300 over budget.  

Mr. Reinheimer reported that the replacement fund balance is at $169,000.  There was a positive variance of $1,250 for July 2006 expenses.   

Tommy Reinheimer explained that last month the Board discussed an $1800 and a $1900 overpayment to MAY Management.  Both of these amounts have been credited back in the March/April time frame and Mr. Reinheimer sent the Board members an e-mail with supporting details.   

A previous $5,000 charge from Turfection for mulching was also brought up last month.  Patti Brown explained there appears to be no payment for mulch based on a review of the Turfection invoices since October 2005.  She believes there were two lawn maintenance payments in one month and this may have caused the confusion.  She and Tommy Reinheimer reviewed all invoices, and she will match all the invoices with the GL spreadsheet to make sure Turfection didn't receive an extra payment.  She will e-mail the Board members an answer tomorrow.   

Josiah Andrews stated there is a positive variance of $634 in the line item for the sheriff's patrol and asked if we should be using this budget for patrols.  Angela Diaz stated that the Board could pick a day and have patrols if they wanted to.  Josiah Andrews suggested that this money could be put towards a camera.  Tommy Reinheimer stated that the Association has a large negative variance, so he suggested any positive variance in certain line items should go towards balancing out the negative variance.    Angela Diaz added that patrols in the past have been scheduled on particular days, such as prom night.  Tom Murta stated that vandalism is very random and it can't be stopped with $634 for the sheriff patrols. 

Josiah Andrews also asked about the budget variance on maintenance personnel.  Patti Brown explained that she had been coding Janet's Cleaning Service to item #6540, maintenance personnel.  She will reclassify this to the clubhouse expenses and we can get a clearer picture of this line item on next month’s financials. 

Tommy Reinheimer reported that a CD comes due at the end of October.  He requested that this be put in a six-month CD in the 5% range.  Patti Brown will get rates and she explained that usually our bank will match the best available rate.

Tommy Reinheimer reviewed the delinquency report.  He asked the Board members if they had decided to move forward with a civil suit on account #12030.  He explained that they have already done money judgments on this account to no avail.  He also noted that the Association is in line behind the IRS to collect money from this individual and the owner owes more money than the property is worth.  After discussion, Tommy Reinheimer asked Patti Brown to ask the attorney for the Association if civil action is a reasonable course of action on this account.  Patti Brown also suggested that any owner that is over 90 days delinquent should have a demand letter sent.  She will check with the accounting department to see if they are following the usual process.  She stated she would also run a collection report, scan this and e-mail it to the Board members.  Tom Murta will post a reminder on the message board for the homeowners to pay their dues.     

Tom Murta moved to accept the July financial report.  Josiah Andrews seconded the motion and it was unanimously carried.      

MANAGEMENT REPORT
Patti Brown explained that most of her management report falls under “Unfinished Business”.

UNFINISHED BUSINESS
Repainting Clubhouse Doors - Patti Brown stated that Craig Grant is agreeable to repaint the clubhouse doors if the Association will pay for the paint.   He recommended that the Association should get a better oil based paint.  Mr. Grant told Patti Brown that he felt he completed the contract as specified.  Angela Diaz stated that since he is a painter she felt he should have known to prime the door.  Patti Brown explained they usually sand the rust spots and prime over those areas only.  Tom Murta looked at all the doors and stated there weren't any in poor condition.  After discussion, the Board members agreed to have Craig grant redo the doors with a good quality oil paint and the Association will pay for the paint not to exceed $100.   

Inspection Reports - Patti Brown reported that she has not written any mailbox violation letters and she wasn't sure how the Board members stood on those.  Angela Diaz instructed Patti Brown that the mail boxes should be uniform with the specified mailbox standard and the specified color of the post.    Angela Diaz stated it was an unnecessary to write violation letters asking the owners to trim the jasmine around the mail boxes.   Patti Brown also noted that since the clubhouse roof has been cleaned she will also be sending out violation letters for homeowners to have their roofs clean as needed.   

Review Clubhouse Roof Cleaning Quotes - Patti Brown reviewed the additional quotes she received for clubhouse cleaning and the Board members decided to continue with Janet's Cleaning Service.   

Elevation Certificate - Patti Brown showed that she has received the flood elevation certificate and she will forward this to the insurance company.   

Signs – Patti Brown will get a quote to repaint the signs and posts for the tot lot sign, basketball/barbecue area sign and the pool rules sign.    She will also check with the attorney to see if the Association legally has to have a sign for the tot lot, soccer field, and basketball court. 

Main Entrance - Patti Brown is waiting for one more quote. 

Removal of Trees - Patti Brown reported there are four trees to be removed and she is getting quotes from three different companies. 

Back Stop for Fence - Patti Brown reported that she got a quote of $1290.07 to repair this.  She will see if she can find somebody to do more of a minor repair on it. 

Bell South DSL Structure - Patti Brown checked on the status of this and Bell South didn't know what she was talking about. 

Scrub Buddies - Patti Brown reported that they are not returning her calls.  Angela Diaz stated that Scrub Buddies have lost Sawmill Lakes’ business.  

Pool Lights - Tom Murta and Angela Diaz explained which pool lights aren’t working. Angela Diaz gave the go-ahead for Patti Brown to have the pool lights fixed per her e-mail.  

Camera Quotes - Patti Brown will get an additional quote from someone who is currently doing this type of work at Ocean Grand. 

Irrigation – Josiah Andrews reported on one area that the water is spraying high and also spraying in the road.  He stated he felt this area is being over watered.  

COMMITTEE REPORTS

ARC Committee - The new landscape submittal for 877 Sawyer Run Lane has been approved. 

Angela Diaz stated that she hates to go against the ARC recommendation regarding Mr. Rogers request, but based on information the Board has received from Mark Ambach and that there are other owners who had already have the variances, she suggests allowing Mr. Rogers to pursue his garage.  Josiah Andrews moved to grant Mr. Rogers the variance he is requesting and that the Board establish a 25-foot setback from the curb instead of maintaining a 20-foot setback from the property line, as is now the case.  The motion was seconded and unanimously carried.   

Angela Diaz also reported that a resident, wanted to plant water plants at the pond at the second entrance.  Patti Brown stated according to the covenants no owner could alter any common areas without approval of ARC.  The Board agreed that this request should be sent to the ARC for review.

Civic Affairs Committee - Angela Diaz reported that the primary elections were held at the clubhouse and the clubhouse has been reserved for the November elections. 

Covenant Enforcement   - There is a temporary chairman for this Committee at this time.

Communications - Angela Diaz reported that there will be mailings for elections and the budget and so there may not be enough items for the newsletter.  The Board members were in agreement to hold the budget meeting on November 13th. 

Community Affairs   -Angela Diaz reported that no one has volunteered to organize the fall yard sale at this time.  

Finance/Insurance   - No report. 

Landscape Committee  - Patti Brown and Angela Diaz did a 2-hour drive through with Turfection and fine-tuned everything that needs to be done.  Angela Diaz reported that Turfection has made progress, and she suggested giving them another month or two to see if they complete everything on their list.  Angela Diaz also noted that a great deal of money has been spent on repairing the irrigation system because it is an aging system. 

Josiah Andrews stated that in the last meeting the Board discussed if irrigation water can be drawn out of the lakes.  Angela Diaz explained that water is drawn from the lakes, where they can, but some areas where there are no lakes have to draw city water.  Josiah Andrews will follow up on this to see if it might be cost effective to run the irrigation lines under the streets.   It was noted that 8 out of 26 irrigation sources are with irrigation pumps and 18 are with the city water.  Angela Diaz also explained that you would have to bore under the streets, which would be very expensive.    She stated the Association is only paying for water on the irrigation, not sewer charges.

O. M. & W - No report.

Safety & Security Committee - Angela Diaz stated she had nothing to report. 

NEW BUSINESS
Appoint Craig King to Board of Directors - Angela Diaz moved to appoint Craig King to the Board of Directors to fill the remaining 2 1/2 years of Joe Mauro’s vacant term.  Tom Murta seconded the motion and it was unanimously carried.

PUBLIC COMMENT
Tommy Reinheimer stated that a neighbor had requested to bring up installing “Poopy Pouch” stations for dog waste pick up.  The Board members were not in favor of this because they would then have to hire someone to dispose of the bags. 

Next Meeting – The next meeting will be held on Tuesday, October 10th at 6 p.m..  The November meeting has been rescheduled to November 13^th.

ADJOURNMENT -    With no further business to discuss, Angela Diaz moved to adjourn the meeting.  The motion was seconded and the meeting was adjourned at 8:15 p.m

________________________
Angela Diaz, President

10036 Sawgrass Drive, Suite 1 * Ponte Vedra Beach, FL 32082 * (904) 273-9832